Job Title: Client Account Specialist
Job Responsibilities:
The Client Account Specialist (CAS) is tasked with comprehensive management of the billing and collections cycle for specific client matter portfolios. This role involves establishing, nurturing, and maintaining professional and collaborative relationships with attorneys, business services personnel, and clients to ensure adherence to attorney and client specifications. The CAS manages all billing and collections processes, from engagement to collections, employing tact, diplomacy, and effective negotiation skills. Key responsibilities include:
- Ensuring the accuracy of rates, alignment of fee arrangements with client guidelines, and monitoring fee caps, tier discounts, accruals, and matter budgets. The CAS is responsible for escalating potential issues, such as delayed billings or exceeding fee caps.
- Managing the proforma to final bill process to guarantee that Matter Supervising Partners (MSP) receive accurate proformas and return them promptly. This includes submitting finalized bills/eBills in the correct template format, adhering to attorney and client specifications, and ensuring they are posted in the finance system.
- Collaborating with the eBilling Team for new client and matter eBilling setups and with the Client Maintenance Team to update relevant fields according to client billing guidelines. The CAS is accountable for the successful electronic submission of invoices and resolving any issues, as well as proactively following up on acceptance and timely payment of eBills.
- Direct communication with clients as required, including following up on eBilling collections and providing clients with requested information on billing and collection arrangements. The CAS responds to inquiries related to accruals, billing, and payment information, and prepares ad hoc reports when requested.
- Preparing effective monthly billing and collections forecasts for the assigned portfolio and maintaining an updated proforma status report.
- Establishing effective backup support processes to ensure seamless support for all portfolio matters and adequate coverage during absences.
- Participating in the continuous improvement of processes for both their portfolio and the Client Account Specialist group, offering constructive recommendations and solutions, proposing streamlined processes, and actively solving problems.
- Encouragement to participate in the law firm's Responsible Business program.
- Other duties as assigned.
Qualifications & Requirements:
- Strong attention to detail and excellent written and verbal communication skills.
- Ability to communicate effectively with lawyers, business services employees, and peers.
- Strong organizational and management skills, with the ability to prioritize and complete simultaneous projects with minimal supervision.
- Experience working independently and within cross-functional teams in a collaborative, professional environment.
- Ability to meet deadlines and work well under pressure, preparing accurate and detailed work products.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, EHUB) and a basic understanding of eBilling vendors (., TyMetrix, CounselLink, BillingPoint, LegalTracker, Collaborati, Collaboration/Passport).
- Basic math skills for billing and reporting tasks, along with excellent critical thinking and problem-solving skills.
- Ability to focus attention on tasks for extended periods and apply consistent reasoning to reach conclusions.
- Good judgment and decision-making skills are essential, and the ability to speak Spanish is a plus.
Teamwork and Applied Skills:
- High level of business acumen and multitasking ability.
- Capability to assess pertinent information, anticipate issues and outcomes, and make effective decisions.
- Talent for delivering client service through teamwork, exchanging information, presenting ideas, and reporting clearly and concisely.
- Strong initiative to increase the value of the position, organizational skills to manage large amounts of data, and the ability to organize time and prioritize workload effectively while working independently.
- High comfort level with sometimes stressful client requirements, reliability, dependability, and strong motivation to respond to requests quickly.
Education, Certifications, and/or Experience:
- A Bachelor’s degree in accounting, finance, or a business discipline is required, or an equivalent combination of education and work experience.
- At least three (3) years of dedicated specialized billing, eBilling, collections, or account management experience.
- Hands-on experience performing complex accounting analysis, with a preference for candidates with a law firm or professional services background.
Hours:
Core hours are Monday through Friday, 8:30 . to 5:30 ., including a lunch hour. Flexibility to work overtime, including weekends, is required to complete assignments. Limited time off is available in December and January, except for firm holidays.
Salary Information:
- In Washington, DC, the annualized salary range for this position is $61,000 to $69,000.
- In Colorado Springs, CO, the annualized salary range is $62,000 to $85,000.
- In Denver, CO, the annualized salary range is $63,000 to $87,000, depending on the candidate's overall experience and other job-related factors permitted by law.
Note: This job description outlines the responsibilities and authorities of this position and may be changed as determined by the law firm. The law firm is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to various protected characteristics. The law firm complies with federal and state disability laws and provides reasonable accommodations for applicants and candidates with disabilities.
